Practice Administrator - Johannesburg Based (South Africa) at Genesis Analytics

ROLE DESCRIPTION

• Reporting to the Head of Delivery, the Practice Administrator plays a crucial role in supporting the day-to-day operations of the Human Development practice across areas, including human resources, commercial success, meeting and events, travel, finance administration, relationship management, and support to the Partners and Senior Management Team (SMT).
• The role requires a blend of administrative expertise, exceptional organisation skills, and effective communication skills to ensure the practice runs smoothly.

KEY REQUIREMENTS AND ROLE RESPONSIBILITIES:

General practice support

• Provide administrative support to Partners and SMTs in the management of the Human Development Practice as necessary.
• Provide administrative support to the entire team as necessary.
• Review and maintain an accurate filing system on the Human Development Drive.
• Management of subcontractor database.
• Provide ad hoc support on the development of project proposals, where required.
• Develop and maintain professional and sound working relationships with all internal levels of the organisation.
• Put together the Health G: News for the G: Newsletter and ensure timely submission to Group Services.

Meetings, functions, and events

• Support the practice Partners and Head of Delivery with setting up and running HD practice-wide meetings, including the monthly team meeting, Senior Management Team meetings, Cake’n’Learn meetings etc. ensuring agendas and meeting rooms are prepared prior to the meeting.
• Responsible for taking practice meeting minutes, including key action points, and circulating appropriately, in a timely manner.
• Manage Zoom conferencing account to ensure seamless operation and scheduling of video conferences.
• Coordinate organising team building activities and manage the arrangement of practice events, including annual practice strategy off-site, leaving and joining functions, and team social events.

Travel arrangements

• In collaboration with Genesis’ travel agent, assist staff travel arrangements, including visas, conference registration, venue hire, transport and accommodation, and support with duty of care.
• Provide support to the programme team: lodging expenses, arranging travel booking, and duty of care for sub-consultants as required.
• Support staff in compiling travel risk forms and tracking of team members that are in the field.

Human resources support

• Support the Head of Delivery and Operational Manager in updating induction materials and resources.
• Set up induction sessions for new hires with the relevant practice staff and ensure they are added to the relevant meetings, email groups, and resources.
• Coordinate with the Head of Delivery, HR, and Finance, to ensure new starters receive full induction training (professional development calendar).
• Support coordination of YPP recruitment processes.

Practice compliance

• Coordinate approvals and signing of key documents by Partners, including agreements with clients, partner organisations, and consultants.
• Ensure client and subcontractor contracts are in place prior to project work commencing.
• Support the maintenance of practice promotional material, including CVs, Bios, and website updates.
• Ensure company-wide processes are adhered to and provide support across the team to respond to requests from other departments.

Finance administration

• Provide support to team members for timesheet management, staff claims and payment processing.
• Provide guidance and proactively monitor the HD staff’s completion of timesheets, ensuring that time is captured correctly each month. This includes weekly reminders and approvals of staff time
• Send out a monthly reminder to the practice to complete month-end activities, i.e. time is updated and expenses are captured before project reconciliations are calculated.
• Become proficient with the key project management features of the finance system, including timesheets, expenses, subcontractor purchase orders, client invoicing, and the reporting functions available, assisting project managers as necessary.
• Provide support with following up with clients on outstanding invoice payments and communicate with subcontractors on payments, as required.
• Capture Partners’ monthly expenses and ensure timely submission including reconciliation of credit card expenses.
• Support with the administrative processes around project set-up and project closure on the finance system.
• Bridge the gap between Finance (Group Services) and the Human Development Practice around specific finance requests and processes.
• Act as a focal point for Human Development practice colleagues around finance and IT system queries

Requirements

Genesis consultants carry a balanced combination of powerful intellect, strong technical skills, and a consulting character to match. Successful candidates for roles at Genesis:

• Are passionate, self-motivated and energetic problem-solvers
• Value integrity and exhibit ethical behaviour
• Are analytical thinkers and fast learners with an excellent academic record

You are likely to have:

• Minimum of 1 year experience in a consultancy, preferably in the international development sector.
• Bachelor’s degree in a Healthcare Administration, Business Administration, or a related field.
• Ability to prioritise, organise, coordinate and multitask.
• Ability to work independently using initiative with a solution-focussed attitude.
• High level of discretion and confidentiality.
• IT literate and proficient in the use of Google Workspace and/or Microsoft Office and other hybrid working tools.
• Comfortable working with team members that are part of a hybrid and remote team environment based in different countries and time zones.